SEEKING AN ADMINISTRATOR

Sadly, our lovely Emily Maiolo is leaving the RHSV as she is finishing her librarian’s degree and is leaving administration behind and moving into a new profession.

So we are looking for a new Administration Officer full-time and permanent.

The full position description with selection criteria and how to apply can be found here.

Applications close
5pm (AEST) Tuesday 13 August 2024.
Interviews will be held soon after the closing date and we hope to confirm the appointment by late August 2024.

Who we are

The Royal Historical Society of Victoria is an active not-for-profit, membership-based, collecting organisation that operates as Victoria’s largest historical society and as an umbrella body for ~350 affiliated societies. We manage a range of activities including a bookshop, public events, an exhibition gallery, room hire, membership subscriptions, a large member-based group insurance scheme, the Victorian Community History Awards, Women’s History Month, History Month, seminars webinars and workshops, outreach activities outside Melbourne and the publication of various books, journals and newsletters. We support commercial and private research.

 

The opportunity
We are seeking a motivated full-time Administration Officer (AO) to work in a small team and provide operational support to the Executive Officer (EO). This is a dynamic role you should make your own. We have a small paid staff and a very large volunteer staff and we are looking for someone who can take the initiative and has some get-up-and-go! As a small organisation we all work closely together and our roles can change as other staff, whether paid or volunteer, join or leave the organisation. Life is never dull or repetitive at the RHSV and this position would suit someone who has worked in small business and thrives on a diverse portfolio of tasks.

Although we are small, the RHSV is a complex organisation in terms of the range of activities in which we are involved. However, the volume of transactions is not high. So we are looking for someone with great IT skills, broad administrative experience who has the ability to work flexibly and is a fast-learner. These skills are extremely important.

The AO is responsible for five main areas:

  • Effective administration. Design, implementation and ongoing maintenance of effective administrative operations and workflow (maintaining paper and electronic files, scanning, printing, compiling data for expense and statistical reports, draft and type correspondence, printing mailing labels, organising mail-outs). Including updating the organisation’s database and website. The CRM is the backbone of our administrative work and it is essential that it is accurate and up-to-date.
  • Overseeing the reception and enquiries area including managing a small team of volunteers. Greet visitors, respond to incoming telephone calls and emails, route and resolve information requests, schedule appointments and meetings, process the sale of books, memberships and event tickets through POS / credit card / cash.
  • Event production – bump-in and bump-out for lectures, book launches, workshops and many other small – medium events. This can be quite physical work – stacking / unstacking chairs, setting up trestle tables and bars, and meeting equipment like PA systems and data projectors / screens etc. Assisted, for larger events, by casual Event Assistants.
  • Managing our large group insurance scheme for about 310 other historical societies. This work is done in partnership with an insurance agent and requires very good attention to detail and empathy.
  • Bookshop – the RHSV runs a small niche bookshop, both bricks and mortar and online, which focuses on the history of Victoria. We stock about 1,000 titles and we sell both new and secondhand books. The Administrator sells books (all staff are trained to do counter-sales), records sales, manages the consignment system for our authors (about 50% of our books are sold on consignment), orders books and many other tasks related to running a bookshop. There are two experienced volunteers assisting.